eperformance for managers opb state personnel administration
TRANSCRIPT
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ePerformance for Managers
OPB
State Personnel Administration
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Welcome
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The Georgia Performance Management Process
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Course Overview
This course presents managers with an overview of the fundamentals of the Georgia Performance Management Process, including a familiarization with the functions aligned with use of the ePerformance tool for managing employee performance.
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Course Information
• Course is full day– 9:00 a.m. – 12 p.m.– Breaks as needed
• Course materials are provided– Georgia Performance Management Overview– General Timeline– Job Aids
• In-class demonstration – ePerformance tool
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Agenda
• Introductions• Overview• Pre-Planning Process• Create Documents• Planning Phase• Evaluation Phase• Resources• Assistance• Questions
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Introductions
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Introductions
• Name
• Agency
• Expectations
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Overview
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An effective performance management process is structured to ensure two-way communication between a manager and an employee to determine job responsibilities, performance requirements, accomplishments and areas for improvement in meeting job requirements.
The system is designed to provide a systematic consistent method for administering the performance management process. The tools have been created to help promote continuous performance conversations throughout the performance year and provide on-going documentation forHR, managers, and employees.
Overview
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Performance ManagementThe Philosophy and Strategy
Philosophy• Performance management is a process to help drive overall State and Agency goals to
successful outcomes through effective goal setting, performance monitoring and measurement, and rewards for performance.
Strategy• Measure employee performance based on accomplishment of goals and demonstration
of competency proficiency that can impact State and Agency outcomes.• Develop a consistent core Statewide performance management process, system, and
tools that are “fair, simple and easy to use.”• Hold managers and employees accountable for results delivered through active
performance feedback, and development opportunities.• Provide managers with the skills and tools necessary to differentiate performance and
allocate compensation and development rewards appropriately based on performance, budget, and other relevant factors.
• Educate both managers and employees on how to do effective performance management.
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Components of Performance
Performance management assesses employees’ strengths and areas for improvement that
serves to further develop employees within the organization. To do this, performance
management focuses on two main measure of success: “What” gets accomplished and “How”
it gets accomplished.
“What” employees accomplish is measured against specific goals, responsibilities, and objectives. These include:
• Goals that are linked to the State’s and the Agency’s mission, visions and goals. • Goals that are linked to specific job responsibilities • Special projects and activities assigned to the individual
“How” employees meet performance expectations is measured against competencies, which are those knowledge, skills, behaviors, attributes and other characteristics needed by employees to successfully achieve goals. These include:
• Core competencies required of all state employees and additional leadership competencies
• Additional competencies that are important to successful performance
Developmental Goals are objectives, projects, tasks, activities, training, and other opportunities that are set every year and focus on the continued development of employees, whether for their current role or a future role in the Agency or the State.
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• Competencies
• Goals
• Responsibilities
• Individual Development Plan
• Flexibility
• Achievement
• Personal Growth
• Challenging Work
• Review Documentation
• 5-Point Rating Scale
• Management Approval
• Annual Meeting
• Observation
• 2-Way Feedback
• Documentation
• Ongoing Development
PerformanceEvaluation
MeasureDesired Results
PerformanceRecognition
AcknowledgeResults
PerformanceCoaching
CreateDesired Results
PerformancePlanning
EstablishDesired Results
The 4 Phases
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Performance Management System The Georgia Performance Management Process
is supported by the PeopleSoft (PS) Performance Management System
Web-based self-service performance management application for managers, employees, and human resources (HR) administrators
Used for performance planning, collaborating, communicating, assessing and monitoring purposes
ePerformance Tool
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Former Performance Management Process Enhanced Performance Management Process
Paper forms and filing required Web-based and “paperless”
Goals based on job responsibilities Goals aligned with agency strategic objectives
Statewide responsibilities Statewide core & leadership competencies
Stand alone software
•Software networked and integrated with current products•Traceable and auditable
Focused on job responsibilities and job description
Focuses on goals and competencies
Inconsistent process enterprise-wide Common, integrated process
3-point rating scale 5-point rating scale [differentiation]
Employee–no access to performance plan Employee access to performance plan
Employee not always involved in development of plan
Employee part of the performance planningEmployee Self-Evaluation
Performance ManagementNew Components of the Plan
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The Performance Plan
Section 1 – Statewide Core Competencies
Section 2 – Individual Goals/Competencies
Section 3 – Responsibilities
Section 4 – Individual Development Plan
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Ratings
1. Unsatisfactory Performer
2. Successful Performer – Minus
3. Successful Performer
4. Successful Performer – Plus
5. Exceptional Performer
Ratings
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Rating Label Description
5 Exceptional Performer
Employee exceeded all performance expectations. Employee was an exceptional contributor to the success of the department and the State of Georgia. Employee demonstrated role model behaviors.
4 Successful Performer-Plus Employee met all and exceeded most (more than 50%) of the established performance expectations.
3 Successful Performer
Employee met all performance expectations and may have exceeded some (less than 50%). Employee was a solid contributor to the success of the department and the State of Georgia.
2 Successful Performer-Minus
Employee met most (more than 50%), but failed to meet some (less than 50%) performance expectations. Employee needs to further improve in one or more areas of expected job results or behavioral competencies.
1 Unsatisfactory Performer
Employee did not meet all or most (more than 50%) of the established performance expectations. Employee needs significant improvement in critical areas of expected job results or behavioral competencies.
NR Not RatedNew hire or transfer within five months of end of performance period
5-Point Rating Scale
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Employee Performance Plan Sections
SectionPre-
PopulatedRequired
Rated at end of performance
period
Section 1: Statewide Competencies
Core Competencies (all employees)
Leadership Competencies (managers with direct report employees)
Yes Required
Section 2: Individual Goals/Competencies No Optional
Section 3: Job Responsibilities Yes Optional
Not Rated Section 4: Individual Development Plan No Optional
Plan Specifics
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Employee Performance Weight Guidelines
SectionPre-
PopulatedRequired Weighting
Rated at end of
performance period
Section 1: Statewide Competencies
Core Competencies (all employees)
Leadership Competencies (managers with direct report employees)
Yes Required 25% to 100%
(25%)
Section 2: Individual Goals/Competencies No Optional 0% to 75%
(50%)
Section 3: Job Responsibilities Yes Optional 0% to 75%
(25%)
Not Rated Section 4: Individual Development Plan No Optional Not Weighted
Plan Weighting
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Weighting Examples
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Complete Employee Self-
Evaluation
Initiate Evaluation Process – Performance
Document Creation
Establish Evaluation Criteria – Planning
Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s
Performance
Consolidate Feedback into
Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administratorby
Agency
Manager and Employee
Manager and
Employee
Manager
Manager and Employee
Manager’s Manager
HR Administrator
Manager and Employee
Performance Managemente-Performance System Flow
Coaching and Feedback throughout the
Performance Period
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Performance Management Timeline
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance Notes
(Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Jan June July Aug Dec Jan June July
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Pre-Planning
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Performance Management TimelinePre-Planning
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance Notes
(Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Jan
June July Aug Dec Jan June July
• Review organizational charts
• Review reporting relationships
• Review employee level information
• Review employee e-mail addresses
• Communications
• Provide training refresher for managers
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Complete Employee Self-
Evaluation
Initiate Evaluation Process – Performance
Document Creation
Establish Evaluation Criteria – Planning
Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s
Performance
Consolidate Feedback into
Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administratorby
Agency
Manager and Employee
Manager and
Employee
Manager
Manager and Employee
Manager’s Manager
HR Administrator
Manager and Employee
Performance Managemente-Performance System Flow
Coaching and Feedback throughout the
Performance Period
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Create Documents
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Performance Management TimelineCreate Documents
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance Notes
(Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Jan June July Aug Dec Jan June July
• Create Performance Documents– Annual and Mid-Year
• Communication to Managers/EEs – develop and distribution
• Cascade Goals to Managers from Agency Heads
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Section Pre-Populated UpdatesDefault Weight
Statewide Core Competencies
Yes No 25%
Goals/Objectives No Add/Delete 50%
Job Responsibilities Yes Add/Delete 25%
Individual Development Plan
No Add/Delete None
Create Documents
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Customer Service Teamwork and Cooperation Results Orientation Accountability Judgment and Decision Making
Talent Management Transformers of Government
Professional Development Project Management Teaching Others Team Leadership Talent Management Transformers of Government*HIPAA
Communication Conflict Management Creativity & Innovation Cultural Awareness Flexibility Initiative Negotiation and Influence
Core Competencies(all employees)
Leadership Competencies(people managers & other leaders)
Additional Behavioral CompetenciesSection II
Statewide CompetenciesSection I
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Behavioral Competencies
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Create Documents
System Walkthrough
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Planning Phase
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Performance Management TimelinePlanning Phase
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance Notes
(Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Jan June July Aug Dec Jan June July
• Establish Employee Goals and Objectives– Cascade goals to employees
• Create Individual Development Plans
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Complete Employee Self-
Evaluation
Initiate Evaluation Process – Performance
Document Creation
Establish Evaluation Criteria – Planning
Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s
Performance
Consolidate Feedback into
Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administratorby
Agency
Manager and Employee
Manager and
Employee
Manager
Manager and Employee
Manager’s Manager
HR Administrator
Manager and Employee
Performance Managemente-Performance System Flow
Coaching and Feedback throughout the
Performance Period
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Planning Phase
System Walkthrough
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Performance Management TimelinePerformance Notes
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance
Notes (Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr,HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr,HR Admin)
Jan June July Aug Dec Jan June July
• Record employee accomplishments throughout the year
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Complete Employee Self-
Evaluation
Initiate Evaluation Process – Performance
Document Creation
Establish Evaluation Criteria – Planning
Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s
Performance
Consolidate Feedback into
Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administratorby
Agency
Manager and Employee
Manager and
Employee
Manager
Manager and Employee
Manager’s Manager
HR Administrator
Manager and Employee
Performance Managemente-Performance System Flow
Coaching and Feedback throughout the
Performance Period
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Performance Notes
System Walkthrough
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Evaluation Phase
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Performance Management TimelineEvaluation Phase
Pre-Planning (HR Admin)
Create Documents (HR Admin)
Planning Phase (Mgr & EE)
Performance Notes
(Mgr & EE)
Mid Year Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Performance Notes
(Mgr & EE)
Annual Evaluation
(EE, Mgr, Mgr Mgr, HR Admin)
Jan June July Aug Dec Jan June July
• Employee Self-Evaluation
• Manager Evaluation
• Approval Process
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Complete Employee Self-
Evaluation
Initiate Evaluation Process – Performance
Document Creation
Establish Evaluation Criteria – Planning
Phase and Agreement
Revise
Complete Evaluation Criteria (Planning Phase)
Manager Approval Required
Complete Manager’s Evaluation of Employee’s
Performance
Consolidate Feedback into
Manager’s Evaluation
Obtain Manager’s Manager Approval
Obtain HR’s Approval
Conduct Review with Employee
Acknowledge and Finalize Review
HR Administratorby
Agency
Manager and Employee
Manager and
Employee
Manager
Manager and Employee
Manager’s Manager
HR Administrator
Manager and Employee
Performance Managemente-Performance System Flow
Coaching and Feedback throughout the
Performance Period
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There are nine steps in completing a Performance Evaluation:
1) Employee Self-Evaluation
2) Manager Evaluation
3) Manager Submits for Approval
4) Manager’s Manager Approval
5) HR Administrator Approval
6) Manager has performance discussion with employee
7) Manager changes document status to “Available for
Review” and “Review Held”
8) Employee “acknowledges” the review was held
9) Manager Completes/Closes-Out Performance Evaluation
Evaluation Phase
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Evaluation Phase
System Walkthrough
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Resources
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ePerformance Materials• Includes user guides, quick references and
communications available on the SPA website (www.spa.ga.gov)
– From the SPA homepage, follow this navigational path:
• Click ePerformance link on the Human Resource Center list; select materials as applicable
– HR System Administrator– Manager– Employee
Resources
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Assistance
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Rosa SpencerOPB HR System Administrator
Assistance
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???
Questions
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The End